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Updated on February 28, 2023

7. Conferences

Estimated reading: 11 minutes

Conferences allow two or more participants to communicate with each other at the same time using voice, video, or both. The default limit for active conference members in PBXware is 256 users across all conferences, which means you can have one or more conferences, but their total number of active users cannot exceed 256.

This screen lists all the system conferences with the following details:

  • Name 

Conference name.

  • Conference number

Conference system or network number.

Search

By selecting the "Search" command, the search menu will be displayed. Searches can be performed by name and number.

Add a conference

Clicking the “Add Conference” button will allow you to add a new conference.

  • Conference name

Unique conference ID/name; this name will be displayed once the "Conferences" menu is selected.

  • Conference number

Unique PBXware conference number; this number must be dialed to access the conference.

  • Conference group

Here, you can select a conference group that you created previously. In this group, you can define the user permissions and conference options. Conference groups are added under Conferences -> Group -> Add conference group.

Advanced options

Click the “Advanced options” button to open more detailed conference options.

  • Maximum number of users

This is the maximum number of users allowed in the conference.

  • Conference PIN

Conference PIN number. If set, this PIN code must be provided by all callers before entering the conference.

(For example, John dials the sales conference number (1001), but this conference has this field set to 9576. John is asked to provide the conference PIN. If a valid PIN is provided, John will enter the conference, or his call will be rejected after 3 invalid PIN entries).

  • Conference administrator PIN

When users enter the administrator PIN code, they dynamically obtain administration rights for the conference they are connecting to.

(For example, John is the operator, but he must enter the conference as an administrator. Since he does not have administrator privileges defined, when he enters the conference, he will use an administrator PIN to dynamically obtain these privileges).

  • Conference user identification number

When users enter the marked PIN, they dynamically obtain marked user rights for the conference they are connecting to.

(For example, John is the operator, but he must enter the conference as a marked user. Since he does not have marked user privileges, when he enters the conference, he will use a marked user PIN to dynamically obtain these privileges).

  • Conference language

Set the language used for conference announcements. The default language is English.

  • Number of rings before Voicemail

Number of rings played to the caller before the call is allowed to enter the conference.

  • RTP delay (sec)

Delay in seconds inserted before the conference operator answers. This delay resolves the “half-read” greeting file issue. Keep this value between 1 and 3 for optimal performance.

(For example, John enters the sales conference (1001) and hears the message “… currently the only user in this conference”. This message is only partial and may confuse conference members. Set this field to 1 (or more, depending on how much is not heard) to play the message in full.).

  • Color

Determines which color will be used for this conference in Bicom Systems gloCOM.

  • Send an email after the conference

Enter the email address that will receive the conference sound file after the conference ends.

Groups

Conference groups are used to create groups of users with certain permissions for conferences.

General

  • Group name

Conference group name.

  • Users

Extension numbers of the users added to this group.

When you click the “Add conference group” button, you will be able to add a new conference group.

Add/Edit the conference group

Enter the unique name of the conference group here.

Options

  • Announce the user's arrival/departure

If this option is checked/enabled, all new conference members will be prompted to say their name and press the “#” key before entering the conference. After a user presses the “#” key, the following menu will be presented:

  1. Press 1 to accept your name and enter the conference
  2. Press 2 to listen to your name
  3. Press 3 to re-record your name

This name will be recorded and broadcast to the other members of the conference when a caller joins/leaves the conference.

(For example, John dials the sales conference 1001 and is asked to say his name and press the “#” key. Of course, he says “John” and presses the “#” key. After that, he is presented with a menu where he chooses to accept his name and enter the conference. At the same time, all conference members will hear “John has entered the conference”. When John leaves, all conference members will hear the message “John has left the conference”).

  • Silent mode

If this option is checked/enabled, conference members will not hear the entry and exit sounds.

(For example, check this option if you do not want to hear the join/leave sound).

  • Conference recording

This option will record the conference so that you can download the recorded file.

  • Enable music on hold

Enable music on hold if there is only one member in a conference. Enable this feature to play the music-on-hold music files until someone else joins the conference.

(For example, if John enters the conference first and he is the only one present, he will hear the music on hold. John will hear this sound until someone else joins the conference).

  • Current menu

Plays the conference options once "*" is dialed during a conference.

(For example, John enters the sales conference and dials “*”, the conference options are played (for example, “Please press 1 to mute/unmute”)).

  • Announcement of the number of participants

Announces the number of conference participants to a new conference member. “There is currently only one other participant in the conference.”

(For example, the sales conference has this option enabled and is currently empty. John enters the conference and hears “You are currently the only person in this conference” played to him).

  • Close the conference when the last user has left

Closes the conference once the last marked user leaves; regardless of the number of participants still active in the conference conversation, their calls are immediately terminated.

(For example, John (marked user) enters the sales conference. This conference has this option enabled and there are 3 other members participating in the conference (who are not marked users). As soon as John leaves the conference, all other conference members will have their calls disconnected and will no longer be able to talk to each other).

  • Wait for the marked user before allowing someone to speak

Disables the conference until the marked user enters the conference.

(For example, this option is enabled for the sales conference. There are 3 members waiting for John (marked user) to enter the conference. These 3 members will hear nothing and will not be able to talk to each other until John enters the sales conference.).

Users

There are two options to allow users to join a specific conference room. You can either enable all users by checking the "Enable all users" box. The other option is to click the drop-down menu and select the desired extension. After selecting, click the "+" sign and the extension/user will be added and you will receive new options for that particular extension.

  • Extensions

The extension number of the user you added to the group.

  • Name

The name of the user you added to the group.

  • Administrator

Sets the administrator conference mode. If this option is enabled, conference calls from the extension will be handled with administrator privileges.

  • Marked

Sets the marked conference mode. If this option is enabled, conference calls from the extension will have fewer privileges than the administrator, but more than regular conference participants.

  • Talk only

Sets the “Talk only” conference mode. If this option is enabled, conference calls from this extension will be allowed to talk only (no voice will be heard on the UAD/phone).

  • Listen only

Sets the listen-only conference mode. If this option is enabled, conference calls from the extension will be allowed to listen only (no voice will be sent from the UAD/Phone).

  • Leave #

If this option is enabled, users will be allowed to leave the conference by dialing the “#” key.

  • Exit digit

If this option is enabled, users will be allowed to leave the conference by dialing any number.

CDRs

CDR displays the detailed records of all PBXware calls in conferences with the following details.

  • Conference

Conference name.

  • Start

Date and time of the start of the conference.

  • Duration

Conference duration in hh:mm:ss format

  • Participants

Number of users in the conference.

Search/Filter

Calendar

  • Start date

Select a search/filter start date. Click the small “Calendar” icon next to a field and select the desired date.

  • End date

Select a search/filter end date. Click the small “Calendar” icon next to a field and select the desired date.

  • Start time

When searching for CDRs, this is the start time in the start date.

  • ID

CDR ID. When the user selects a CDR, the ID field displays the ID of that CDR. If there is an issue on the system, the customer can give the support team the ID of the problematic CDR, which makes it possible to locate it.

  • Destination

Search for conferences based on the conference number typed in this field.

Actions

  • Listen

When the “Listen” icon appears next to a conference recording, it means that the conference in question has been recorded. To listen to the recorded conference, check the box next to the “Listen” icon and click “Listen”. The browser will prompt you to open the sound file in your audio player or download the sound file.

  • Print

Click the “Print” button to open a new pop-up window with the print interface.

  • Email

Click the “Email” button to send all the reports listed on the page.

  • Delete the record

Deletes recorded conferences.

  • Download CSV

Download the data in a .csv file.

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7. Conferences

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